Covid-19 Response - Risk Assessment - London Office

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Office Space by Landsec

Risk Assessment v2.1 Staying COVID-19 Secure

London Workspace Team

Let’s all be

respectful & considerate


Priority actions we’ve taken to help protect our teams, service partners and customers. We confirm we have complied with the government’s guidance on managing the risk of COVID-19.

STEPS TO SAFER WORKING TOGETHER e have carried out a COVID-19 risk assessment and shared W the results with the people that work within our offices. We have provided adequate ventilation, ensuring 100% fresh air where it is a possible to do so and extended operating times to improve fresh air flows in office areas. We have cleaning processes in place to clean high touch points more frequently and have provided freely available hand sanitiser. We have asked team members, service partners and customers to self-isolate if they or someone in their household has symptoms of Covid-19. They are also expected to self-isolate if they or a close contact has had a positive COVID-19 result, or if they have been told to self-isolate by NHS Test and Trace. We have enabled people to check in at our offices, by scanning the NHS track and Trace QR code or providing their details at our receptions. We are keeping our team, service partners and customers up to date on how we are using and updating our safety measures.

Employer: Landsec

Let’s all be

respectful & considerate

Date: 19.07.2021 Who to contact: Madeleine Velupillai, Chan Pang Chung, Jack Kelly & Jamie Cotgreave. (Senior Workspace Managers)


Risk Assessment Staying COVID-19 Secure Item

Government objectives

Hazard

Who is at risk

Controls in place

Managing risk

To reduce risk to the lowest reasonably practicable level by taking preventative measures, in order of priority.

Failure to manage the health risks to people associated with the COVID-19 pandemic.

— Everyone public health crisis.

— General and site-specific risk assessments.

That all employers carry out a COVID-19 risk assessment.

Further spread of the virus.

Sharing the results of your risk assessment.

Void Space/ units & closed Retailers

To ensure the safety of our customers, members of the public and any visitors, contractors & guests that will eventually return and use the spaces & facilities. To eliminate potential spread of Corona Virus or anything else that could be detrimental to someone’s health. Spaces to remain secure to avoid break-ins/reduce temptation. This will in-turn reduce insurance claims.

— COVID-19 recovery working groups. — Liaison on our COVID arrangements with employees, service partners, brand partners, tenants, managing agents and customers. — Published copies of our risk assessments on our websites and copies displayed locally. — Continue to follow Government guidance.

Transmission — Anyone visiting of COVID-19 by the space/unit. symptomatic — Contractors individuals who have attending site assisted in flushing if a problem is taps, been in a retailers apparent. or customers demise. — Service Partners. Legionella should the systems not be flushed and tested. Attracting vermin if perishable goods are left could spread quickly and further cause more disease and damage. Fires if smoke/fire alarm system has not been tested.

— Ensure that customers in our buildings who have not been attending site are maintaining a regular flushing of all taps for a period of time on a weekly basis and provide our M&E & LS Contact a copy of the flushing form indicating times, dates, etc. — Asked to remove any perishable items. — Service Partners to continue wearing PPE in building common areas and/or additional spaces as the individual desires. — Notice to be given to the retailer or customer if someone has been in their demise and later found to test positive. — Primarily for Retailers, a checklist/audit must be completed prior to the unit re-opening. Such items on the list would include things like Water Hygiene flushing, risk assessment for gas cylinders, ensure log books are up to date, fire protection is in place and working, inspections for blockages, PAT testing is completed along with Emergency Lighting testing, F-Gas logbook is up to date.

Flooding if the areas are not checked.

Continued >


Item

Government objectives

Hazard

Who is at risk

Controls in place

Who should go to work

To support a safe return to the workplace. To help businesses engage with their workers to find an approach that best suits their needs.

Deterioration of mental and physical health.

— Employees.

— Company Mental health first aiders available by phone/Teams/Skype by appointment.

— Service Partners.

— EAP helpline is available and promoted. — Unmind App is available to download with features unlocked with corporate account.

To support those who are at a higher risk of infection and/or an adverse outcome if infected.

— Line managers encouraged to ‘check in’ with team members regularly. This is imperative as guidance and individuals’ circumstances are changing more and more often. If your office is Covid secure, we recommend you consult with your line manager to determine whether it’s safe and convenient to work from the office. This may be via a bookable desk portal to ensure no overcrowding.

To stop people physically coming to work, when government guidance advises them to stay at home.

— Online social events to promote social (non-work) interactions – e.g. pub quiz, virtual team drinks. When safe to do so i.e. Covid secure environments, meet for lunch or sociable gatherings.

To make sure that nobody is discriminated against.

At-risk individuals exposed to COVID-19.

Individuals who do not follow Government guidance or company policy.

— Clinically extremely vulnerable individuals.

— Line managers and HR have identified team members that are clinically vulnerable and will work with them to agree a suitable working arrangement.

— Clinically vulnerable individuals.

— Line Managers to make reasonable adjustments to avoid disabled workers being put at a disadvantage.

— Employees.

— Encourage everyone to be respectful of other people’s personal space.

— Customers.

— Signage to encourage the wearing of face coverings in enclosed environments (that personnel would spend more than a few minutes in with other people outside their household).

— Service Partners. — Visitors.

— Line Managers to understand and take into account the particular circumstances of those with different protected characteristics.

— Employees with their line manager to assess the health and safety risks for new or expectant mothers.

— Lines managers to speak to team members.

— Contractors.

Continued >


Item

Government objectives

Hazard

Who is at risk

Controls in place

Who should go to work

To support a safe return to the workplace. To help businesses engage with their workers to find an approach that best suits their needs.

Avoidable exposure to COVID-19.

— Employees.

— All HQ employees have been informed that from the 19th July, Working Smarter Policy will be ongoing and dependent on individual circumstances, can return to work from the office.

(Continued)

— Service Partners. — Visitors. — Contractors.

To support those who are at a higher risk of infection and/or an adverse outcome if infected. To stop people physically coming to work, when government guidance advises them to stay at home. To make sure that nobody is discriminated against.

— Customers.

— Provision of IT software and hardware that enables remote working (i.e. Surface Pro tablet computers, Microsoft Teams, Skype, mobile phones, etc.). — Provision of additional equipment and furniture to enable home workers to establish an ergonomic workstation at home (i.e. monitors, chairs, desks, cables, keyboards, mice). — Provision of advice and guidance on ergonomic workstation setup.

Transmission of COVID-19 by symptomatic individuals (and by those who live in a household with someone who has symptoms).

— Employees. — Customers. — Service Partners. — Visitors. — Contractors.

— All employees who are symptomatic (or who live with someone with symptoms) are required to self-isolate in-line with prevailing Government guidance (currently 10 days). — Ensure any workers who have been informed by NHS Test and Trace that they’re a close contact of a person who has had a positive test result for COVID-19 follow the requirement to self-isolate.

Continued >


Item

Government objectives

Hazard

Being respectful of others at work

Reducing the risk of spreading COVID-19 by reducing the number of people workers come into contact with.

Inability to maintain — Employees. distance during arrival — Customers. and departure at our — Service Partners. properties. — Visitors. Inability to maintain — Contractors. distance while travelling through our properties.

To reduce contact between people when they’re at their workplaces and workstations, if possible. To prioritize safety during emergency situations and incidents.

Who is at risk

Controls in place — Installed Perspex screens at reception. — Face masks available for visitors and customers upon request. — Service Partners to continue wearing face coverings in common areas. — Hand washing facilities, hand sanitizer stations and PPE bins available in common areas. — Use of remote working technology.

Inability to maintain distance between individuals when they are at workstations. Inability to maintain distance while using common areas. COVID transmission during face-to-face meetings. COVID-19 transmission in showers and changing rooms.

Breached social distancing to administer first-aid.

— First-aiders.

— Our on-site Security teams are all first aid trained and we have requested they continue to wear the appropriate PPE such as face masks.

Continued >


Item

Government objectives

Hazard

Who is at risk

Controls in place

Managing your customers, visitors and contractors

To make sure people understand what they need to do to maintain safety.

Failure to understand how individuals can maintain their safety and the safety of others. Lack of awareness of onsite facilities to maintain personal hygiene.

— Customers.

— Provided clear guidance on how to reduce the risk of spreading COVID-19 to people when they arrive. For example, totems, ECN screens, posters, etc. Considered the needs of those with protected characteristics, such as those who are hearing or visually impaired. Checked hearing loops are working at all reception desks.

— Visitors. — Contractors.

— Established host responsibilities (Front of House teams) related to COVID-19. Provided briefings for team members who greet visitors. — Reviewed entry and exit routes for visitors and contractors to minimize contact with other people. — Hand sanitizer stations throughout the building. We have increased the frequency of cleaning especially the high touch areas i.e. lift cars, reception desks. — Visitor passes and holders have been replaced with disposable paper passes. — Workstations on reception will be thoroughly cleaned after each user. Gloves will be provided to reception and security team members when cleaning desks as desired. — We may undertake a deep clean following a confirmed case of Covid-19 (within 72 hours) in applicable common areas. — Heighted cleaning and use of anti-viral cleaning products are used throughout the property, everyday. — Face masks available for visitors and customers upon request. — Enable customers, visitors and contractors to check in at our office buildings by displaying the track and trace QR codes at reception.

Continued >


Item

Government objectives

Hazard

Who is at risk

Controls in place

Cleaning the workspace

To make sure any site or location that has been closed or partially operated is clean, and ready to restart.

Failure to keep the workspace clean.

— Employees.

— We may undertake a deep clean following a confirmed case of Covid-19 (within 72 hours) in applicable common areas.

To keep the workplace clean and prevent the spread of COVID-19 from touching contaminated surfaces. To help everyone keep good hygiene through the working day.

— Service Partners. — Visitors.

— Heighted cleaning and use of anti-viral cleaning products are used throughout the property.

— Contractors. Inability to maintain personal hygiene during the day.

To reduce the risk of COVID-19 spreading in customer changing rooms. To reduce transmission through contact with objects that come into the workspace and vehicles at the worksite.

— Customers.

— Employees.

— All washrooms are open and accessible.

— Customers.

— Anti-bacterial hand wash is available in the washrooms with hand sanitizer stations through the property.

— Service Partners. — Visitors. — Contractors.

COVID-19 transmission.

— Employees. — Customers.

Carrying out a full flush of the water system if required.

— Service Partners.

To use ventilation to mitigate the risk of aerosol spread of COVID-19 in enclosed spaces.

— Contractors.

— Visitors.

Unread or misinterpreted or misunderstood information / communications.

— Employees. — Customers. — Service Partners. — Visitors. — Contractors.

— 100% fresh air supply and extract, site systems have been maintained by onsite team throughout the period and the AHU filters have been changed. No air recirculation. — Hot and cold domestic water flushing has been carried out in all office areas and landlord’s washrooms and showers. Shower heads were removed and disinfected for the entirety of the period to stop showers being used. Water testing has been carried out using the Cube and lab samples. WHRA will continue on the already scheduled inspections on RiskWise. Cold water storage tank temperatures have been taken weekly as well as monthly tap temperature tests. — Use of various communication channels to deliver and reiterate information e.g. emails, letters, meetings, phone calls. These are scheduled regularly to confirm understanding of recipients. — COVID-related information will be delivered in English as our business language. We will use pictograms and simple language wherever practicable to enhance understanding. — Engaging customers on building processes where they affect their business and share our risk assessments and other arrangements for the risk management of COVID with our stakeholders. — Fire Risk Assessment has been reviewed and fire safety systems re-commissioned prior to occupation FRA has recently been completed. Any actions on this will be completed as usual. Continued >


Item

Government objectives

Hazard

Who is at risk

Controls in place

Personal Protective Equipment (PPE) and face coverings

To continue using PPE if you are already doing do. Use of PPE should be determined by a risk assessment.

COVID transmission.

— Employees.

— All Service Partners to wear face coverings when in common areas. To be provided by their employer.

— Service Partners. — Visitors. — Contractors.

To provide PPE to workers free of charge if it is required.

— Customers.

— All employees and service partner team members to wear face coverings when in customer demises if requested to do so. — Hand sanitizer stations are placed in all entry/exit points and on the lift lobbies. All employees and service partner team members advised to: — Wash their hands thoroughly and regularly throughout the day. — Avoid touching their faces or face coverings. Otherwise they could contaminate them with germs from their hands. — Change their face coverings if they become damp or they’ve touched them. — Change or wash their face coverings daily. — If the material is washable, to wash it in line with manufacturer’s instructions. If it’s not washable, to dispose of it carefully.

Wearers of PPE/ face coverings work with a false sense of protection.

— Employees. — Service Partners. — Visitors. — Contractors. — Customers.

— Landsec acknowledge that the use of PPE is the last resort in the hierarchy of controls. — Wherever PPE is requested, it will be provided free of charge to our employees, Service Partners, customers and guests upon request.

Continued >


Item

Government objectives

Hazard

Who is at risk

Controls in place

Workforce management

To provide guidance if there is a COVID-19 outbreak in your workplace.

COVID transmission.

— Employees.

— Follow the reporting process if there is a COVID-19 outbreak.

Unread or misinterpreted or misunderstood information / communications.

— Service Partners.

— Following a reported case of COVID-19, immediately identify any close workplace contacts and ask them to self-isolate.

To keep people safe when they travel between locations. To make sure all workers understand COVID-19 related safety procedures.

— Communicating clearly, consistently and regularly to improve understanding and consistency of ways of working with site teams. Various communication channels are used; emails, posters, toolbox talks, etc. — All Service Partners have developed communication and training materials for workers prior to returning to site.

To make sure all workers are updated on how you’re implementing or updating safety measures.

Inbound and outbound goods

To reduce the spread of COVID-19 through contact with objects coming into the workplace, and vehicles at the worksite.

— Engage with employees and Service Partner teams on an ongoing basis and update guidance accordingly.

COVID transmission through contact with objects that come into our properties.

— Employees. — Service Partners. — Customers.

— Heightened cleaning procedures for all areas of the properties including goods delivery areas such as loading bays and post rooms. To include shared equipment such as pallet trucks and forklifts. — Use of UV wands to kill bacteria and viruses by training members of post room teams. To wear PPE as required. — Encourage people to wash their hands more often through signage. Installation of hand sanitizer stations throughout properties.

Continued >


Office Space by Landsec

Government & Industry Guidance: — Department for Business, Energy & Industrial Strategy

Social distancing in the workplace during Covid-19: sector guidance Working safely during coronavirus (Covid-19), Offices and contact centres Working safely during coronavirus (Covid-19), Shops and branches

— Health and Safety Executive Help and information to keep people safe and healthy at work

— CIBSE Emerging from lockdown

— TFL Quiet times to travel - Transport for London (tfl.gov.uk) — British Retail Consortium Coronavirus Hub — MIND Mental Health & Wellbeing support

Land Securities Group PLC 100 Victoria Street, London SW1E 5JL +44 (0)20 7413 9000

landsec.com


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